Executive Board Meeting Minutes
November 19, 2014 3:00
Wine Road Office
In Attendance: Renae, Ross, Robin, Sue, Beth, Stacy
3:05 Meeting Called to Order by Renae
- Review prior meeting minutes – approved by Sue / Ross 2nd
3:10 Treasurer’s Report – Latest Revised Budget through 2014
- Review Budget Proposal
- As proposed, the budget shows a loss which will cause us to draw from savings
- Budget will be reworked before full board meeting
- Changes discussed include, but not limited to the following:
- Income: cookbook/calendar/logo glasses taken out of proposed budget
- Expense: no television advertisement
- Scholarship: Increase amount and offer 3 @ $1500
- Miscellaneous expenses will be increased
- 2 months still need to be factored into overall budget
3:30 Events
- Wine & Food Affair
- Halloween weekend negatively effected attendance
- Will Call @ WR office proved to be successful – about 250 tickets sold at door
- Approximately 23 email complaints / wineries reported attendees had vocal complaints regarding absence of cookbook
- Meeting for participating wineries should be mandatory to know rules/updates on event, etc
- Discussion on making reimbursements dependent on attendance of meeting
- Some wineries had noticeable discrepancies in supply return – discussion on notifying those wineries that the office is aware of loss in supplies and in future the wineries will be charged for unaccountable wristbands/glasses
- Winter Wineland
- Reported ticket sales so far are 500 – email to go out on November 20th
- 140 wineries participating
- Same type of advertising planned
- Barrel Tasting
- No update
- Season Pass
- Slow sales
- 40th anniversary
- Gala Event night before Wine Tourism Day with ticket price around $250
- Focus on 5 founding wineries
- Auction with proceed to go to a designated charity
- Need event space – one idea is Coppola, but no outside chef will be permitted
4:20 More Events
- video on How to for Barrel Tasting
- An in house video for members, possible with online link for streaming
- Pre-Event Meeting
- all meeting to be mandatory for reimbursements
- Reimbursements / Tracking Supplies
- Take discrepancies out of reimbursements for future events
4:30 Marketing & PR
- New York
- Disappointing trip in regard to SF travel
- press breakfast was big mess – audio visual did not work / no powerpoint
- No offers as a big draw
- Disappointing trip in regard to SF travel
- Wine Tourism Conference
- Food for thought – Mutineer Magazine founder as keynote speaker to focus on good marketing
- San Diego
- 13 press signed up
- 4 winemakers for lunch / 18 for grand tasting
- App is updated and allows notes to be written next to the wineries
- Seattle
- February 22nd – goal is to have 5 wineries total
- Wine Road App
- All updates are complete
- SF Chronicle Ad
- Turned out great / best ad that has been done on behalf of WR
- Included full page with the QR code with beautiful landscape picture
- Turned out great / best ad that has been done on behalf of WR
- Tasting Tips Video
- Online and is reported as good
- Grant for Sonoma County Advertising / SoCo Tourism
- $5000 for each event
- LGBT travel show in LA
- April 11th
- Very respected show / challenge is knowing what consumer is looking for and how to draw interest from attendees
4:55 New Addendum
- Announce via Tuesday Newsday for Barrel Tasting
- Secondary locations – to be announced on different day in separate email
5:00 New Logo
- Review options online – narrowed down to 3 to be presented to full board
5:15 Meeting Adjourned
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